Reversing receipt

This page allows you to reverse a selected receipt. Tell me more.

Select the “Reverse Receipt” link provided in the “Select Receipt” page.

The “Reverse Receipt” page appears.

Enter the following fields in the “Reversal Information” group box:

Reversal Doc. No.

A unique number identifying the reversal document for the selected receipt (Alphanumeric, 18). Mandatory. This number is generated and displayed by the system, when the “Reverse Receipt” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

Note: This field must not be left blank if the numbering type has been selected as “Manual”

Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “RV” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.
Reversal Date	The date on which the receipt is reversed (Date Format) Mandatory. This date must not be after the system date and before the date of the receipt or the instrument. This date must fall in an open financial year.
Reason Code	Use the drop-down list box to select the code identifying the reason for reversing a receipt. All the reason codes that have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component will be available for selection.
Remarks for Reversal	Any observations that have to be recorded regarding the reversal (Alphanumeric, 100)

The system displays the following in the “Voucher Information” group box:

Receipt No.	The number identifying the receipt that is being reversed.
Receipt Category	The category to which the receipt belongs. It could be “Regular”, “Deposits” or “Advance”.
	Regular – indicates that the payment has been received in the normal course of business and could be adjusted against a debit document.
	Deposits – indicates that the payment has been received as a security from the customer.
	Advance – indicates that the payment has been received against a sale order raised on the customer.
Status	The status of the receipt. It could be “Authorized” or “To be Reversed”.
	Authorized – indicates that the receipt has been authorized and posted in the books of accounts.
	To be Reversed – indicates that the instrument via which the payment has been received from the customer has returned from the respective bank without being realized. This status is updated from the “Realize Receipt” business component.
Receipt Date	The date on which the receipt has been created.
Finance Book	The code identifying the finance book in which the receipt has been posted.

The system displays the following in the “Receipt Information” group box:

Customer Code	The code identifying the customer.
Customer Name	The name of the customer.
Receipt Route	The way in which the payment was received from the customer. It could be “Bank”, “PTT” or “Others”.
Receipt Mode	The mode in which the receipt was received from the customer.
Adjustment	The type of adjustment that was made with the payment received from the customer. It could be “Automatic” or “Manual”.
	Automatic – indicates that the adjustment has been made without user ntervention.
	Manual – indicates that the user has made the adjustment.
Currency	The currency in which the payment has been received.
Exchange Rate	The number of units of the base currency with respect to the transaction currency if they are different.
Receipt Amount	The amount of the receipt.
Bank / Cash Code	The code identifying the bank / cash account in which the payment was deposited.
Desc.	The description of the bank / cash code.
Collector Code	The code identifying the employee or the name of the employee who has collected the payment from the customer.
Remitter	The name of the person who has remitted the payment in the bank.
Unapplied Amount	The unadjusted receipt amount.
Comments	Any observation that have been recorded with respect to the payment received.
TDS Amount	TDS Amount for the Receipt. This field will be enabled only if TDS is applicable for the login company.

The system displays the following in the “Instrument Information” group box:

Instrument No.	The number identifying the instrument through which the payment was received.
MICR No.	Indicates the Magnetic Instrument Clearing Number available on the instrument.
Instrument Amount	The amount of the instrument.
Instrument Date	The date of the instrument.
Instrument Status	Indicates the status of the receipt whether realised or not
Bank Code	The code identifying the bank that has issued the instrument.
Instrument Type	The Instrument type for the Receipt Mode – Check. It could be "At par" or "Local" or "Outstation" .
Charges Collected	The charges collected from the customer. This is calculated as (Instrument Amount plus TDS Amount (if any) minus the Receipt Amount )
Stamp Duty Collected	The stamp duty collected from the customer.
Charges Deducted	The charges Deducted by the customer. This is calculated as (Receipt Amount minus Instrument Amount minus TDS Amount (if any)
Cost Center	Cost Center mapped for the Charges Deducted Account Code.
Analysis Code	Analysis Code mapped for the Charges Deducted Account Code.
Sub Analysis Code	Sub analysis Code mapped for the Analysis Code and Charges Deducted Account Code.

The system displays the following in the “Project Information” group box.

Project OU	The organization units In which the project code has been created.
Project / Sub – Project Code	The code Identifying the Project /Sub-project to which the transaction is associated.
Project / Sub-Project Description	The description of the project / sub-project.

The system displays the following in the “Card Information” group box:

Card No.	A unique number identifying the credit card.
Authorization No.	The number identifying the authorization.
Issuer	The name of the organization that has issued the credit card.
Validity	The month and year till which the credit card is valid.

Note: You cannot reverse a receipt for which an adjustment voucher has been raised. The adjustment voucher has to be reversed before the receipt is reversed.

You cannot reverse a receipt for which the pay in slip has been generated in the “Realize Receipt” business component.

You cannot reverse a receipt for cash received.

Click the “Reverse Receipt” pushbutton to reverse the receipt.

The system generates the reversal document number if the numbering type is not manual.

The status of the receipt is updated to “Reversed” and that of the reversal document is updated to “Authorized”.

The receipt is credited in the corresponding bank / cash account taking into consideration the exchange rate if the currencies are different.

The receipt amount is debited in the corresponding customer control account or deposit account or prepayment account.

The difference in the receipt amount and the instrument amount is saved in the corresponding charges account.

The login ID of the user and the system date are updated in the “Last Modified By” and “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who has created the receipt.
Created Date	The date on which the receipt was created.
Last Modified By	The login ID of the user who has last reversed the receipt.
Last Modified Date	The date on which the receipt was last reversed.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the accounting information details of the receipt.
Select the "Attach Notes" link at the bottom of the page to add notes relating to the receipt reversed.

Reversing receipt – An overview

You can reverse receipts for which the mode of payment is bank, PTT or by credit card. You can reverse receipts that are in the “Authorized” or the “To be Reversed” status. This page allows you to select the reason for the reversal and also to record any observations with respect to the reversal.

You cannot reverse a receipt for which a pay-in slip has been created in the “Realize Receipt” business component. If an adjustment voucher has been raised for the receipt, you have to reverse the adjustment voucher before reversing the receipt.

The status of the receipt after the reversal is updated to “Reversed”. The system stores the login ID of the user and the system date along with the modified details.

Prerequisite

“Reason Codes” must have been defined in the “Reason Definition” business component.

What you can do in this page

Record relevant reversal observations

During the reversal of the receipt you can enter specific observations apart from selecting the reason codes.

Select the “Reason Code”
Enter the “Remarks for Reversal”.